HomeMy WebLinkAbout2018-1001 RFP MatTesting InspServicesIowa City Public Works Facility – Phase 1 1 of 6
Request for Proposal
Request for Proposal (RFP)
Special Inspection, Testing, Monitoring and Geotechnical Services
Iowa City Public Works Facility – Phase 1
October 1, 2018
PROJECT SUMMARY
The City of Iowa City, Iowa is soliciting proposals from interested consultants to provide Special
Inspection, Testing, Monitoring and Geotechnical Services for the Iowa City Public Works
Facility – Phase 1 Project. The project involves expanding the City’s public works site located at
3800 Napoleon Drive to consolidate operations to one location. Current facilities are in poor
condition and are very inefficient, spreading the City fleet and staff across the City at numerous
locations.
TABLE OF CONTENTS
Project Objective…………………………………………………………… page 2
Project Scope of Services………………………………………………….. page 2
Other Relevant Information………………………………………………... page 3
Minimum Qualifications…………………………………………………… page 3
RFQ Timeline……………………………………………………………… page 3
Consultant Selection Process………………………………………………. page 4
Submittal Contents…………………………………………………………. page 4
Submittal Instructions and Deadline……………………………………….. page 6
Inquiries……………..……………...……………………………………….page 6
Distribution List……………………………………………………………. page 6
SUBMITTAL DELIVERY ADDRESS
Melissa Clow
Special Projects Administrator
City of Iowa City
410 East Washington Street
Iowa City, Iowa 52240
SUBMITTAL DEADLINE: 4:00 p.m. CST on Tuesday, October 23, 2018
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Request for Proposal
PROJECT OBJECTIVE
The project includes the following:
• Construction of a 49,813 square foot facility (60,623 square feet with the alternate) to
provided heated vehicle storage for the Iowa City fleet, 9,292 square feet of first floor
shop space, 6,734 square feet of heated mezzanine storage / shop area and 4,158 square
feet of wash bay area,
• Construction of a fire training tower,
• Site grading to expand outdoor material laydown and storage areas,
• Site security with perimeter fencing and automated gates,
• Paved drive aisles and expand underground utilities to accommodate the current phase of
development as well as future phases,
• Landscaping at the perimeter of the existing site to provide a buffer for adjacent property
owners, and
• LEED v4 Silver Certification is being sought for this facility.
PROJECT SCOPE OF SERVICES
The information provided in this section is not intended to comprise a detailed scope of services
that will be required in a final consultant contract but is intended to provide general information
to firms wishing to submit proposals. The City will negotiate the detailed scope of services with
the successful firm.
Special Inspection, Testing, Monitoring and Geotechnical services shall be completed as
required by code and per the Bid Documents, including but not limited to Project Manual
Sections 014000 – Quality Requirements and Section 014312 – Quality Assurance Inspections
and Testing for sampling, monitoring, testing, inspection, analysis and reporting. The proposal is
expected to identify the scope needed for this project and to identify tasks by Section of the
Project Manual.
Certification of Special Inspections will also be required
OTHER RELEVANT INFORMATION
Plans and Specifications
To obtain copies of the Plans and Specifications, please contact Technigraphics, a division of
Rapids Reproductions located at 415 Highland Ave, Suite 100, Iowa City, Iowa 52240, Phone:
319-354-5950, Fax: 319-354-8973, Toll-Free: 800-779-0093. A $150.00 deposit is required for
each set of plans and specifications. The deposit shall be in the form of a check, made payable to
the City of Iowa City. The deposit will be refunded to those who return the bidding documents
in good condition prior to Friday, November 2, 2018.
Copies of the Plans and Specifications can be viewed in the City Clerks office located on the 1st
floor of the Civic Center, 410 East Washington Street, Iowa City, IA.
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Request for Proposal
Reports
Geotechnical and Soils Reports can be found in the Project Manual or by contacting Melissa
Clow, City of Iowa City, telephone (319) 356-5413, email melissa-clow@iowa-city.org.
Costs
Firms participating in the consultant selection process will be responsible for all costs incurred to
respond to this RFP.
MINIMUM QUALIFICATIONS
To be considered, consultants must document the knowledge, skills, and abilities of the firm and
team members proposed for the project. As a minimum, the submittal should address the
following topics.
• Experience related to at least five projects of similar size and complexity.
• Experience in working with owners and front-line staff during the design process.
RFP TIMELINE
Tentative project schedule is as follows:
Oct 12, 2018 All inquiries and questions to be submitted in writing by 5pm
Oct 15, 2018 Reponses to inquiries and questions to be posted on the Public
Works Facility website, https://www.icgov.org/project/public-
works-facility by 5pm
Oct 18, 2018 Request for Proposal Submittal
Nov 6, 2018 City Council to Approve Agreement, or at a special meeting called
for that purpose
Nov 17, 2018 Start of Construction
Nov 4, 2019 Project Completion
CONSULTANT SELECTION PROCESS
The intent of the selection process is to select the most qualified firm based the identified needs
of the City of Iowa City. The skills, areas of expertise, capabilities and associated fee will be
evaluated and factored into the selection process.
The City of Iowa City may require clarification from applicants to assist in making its
evaluation.
The City of Iowa City reserves the right to either select the proposal that in its view constitutes
the best overall value for the City or to not select any proposal.
The responses and accompanying documentation submitted by Consultant Firms become the
property of the City of Iowa City and will not be returned.
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Request for Proposal
The Consulting Firm is obligated to inform the City of Iowa City, in a timely manner, of any
changes to key personnel, ownership, financial position or any other information related to this
project.
The City of Iowa City reserves the right to contact owners, owner’s representatives and/or
consultants on any construction projects that have been carried out by the proponent, as well as
the references provided in this Statement.
It is the intent of the City of Iowa City to enter into a contract or a signed proposal with the
selected team. The City of Iowa City reserves the right to conduct negotiations in the areas of
scope of work and the identified deliverables, with the selected team. It is not the intent of the
City to negotiate lower pricing nor is it the intent of the City to allow for new or significantly
altered proposals, but rather to ensure the City has the flexibility it needs to arrive at a mutually
agreeable final contract.
SUBMITTAL CONTENTS
To standardize responses and simplify the comparison and evaluation of responses, all
statements must be organized in the manner set forth below, separated into sections, and
appropriately labeled. All information and materials requested shall be provided in the proposal
under a single cover. The submittal length shall be limited to a maximum of 30 single-sided
pages, not including dividers and covers. Minimum font size shall be ten (10) point.
Cover Letter - The letter should state the firm’s interest in being considered for the project and
also include pertinent information about the firm and the firm’s contact person.
General Firm Profile - A general description of the firm is required. Describe the general nature
of services provided by the firm, the location of main and branch offices, and the number of
years the firm has provided services similar to those requested by this RFP. Any sub-consultants
who are proposed to be a part of the design team must be identified.
Multiple Firms - For proposals that involve multiple firms submitting as a single project team,
provide a summary of the roles each firm will play and the project management approach that
will be used to provide seamless delivery of the end product.
Key Personnel - Provide the names of the key personnel to be involved in the project, along with
a brief summary of their areas of expertise and their intended role in the project. Years of
relevant experience with firm (and previous employers) shall be included. Resumes and CVs
may be included as part of the supplemental information but cannot substitute for the required
summary page. Please indicate the persons possessing the licenses and certifications necessary to
perform the type of work being requested.
Additionally, a one-page organizational chart for this project shall be provided, indicating the
key personnel, their relationship to the overall project and their position within the firm. It is a
requirement of the City of Iowa City that the key personnel identified during the consultant
selection process will participate in and execute the project. Substitution of key personnel after
an award of contract will require approval by the City of Iowa City as project lead professionals
are considered essential.
Reference Projects - A listing of no more than five reference projects of similar size and scope
shall be provided. Ideally, this list should be a blend of bridge projects, multifaceted projects and
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Request for Proposal
complex traffic control or staging projects. Particular emphasis should be placed on innovative,
sustainable and cost-effective solutions. Indicate which members being proposed for the project
team were involved in the reference projects and what their role in the reference projects was.
Provide contact information for the project owners, the nature of the firm’s scope of work on the
project and the date the contract started and ended. Each project listing shall be no longer than
two pages in length.
Estimate of Resources - Based on the firm’s understanding of the scope of work required,
provide a preliminary estimate of the firm’s resources that should be dedicated to the project.
This can be in a form of the firm’s choosing but should clearly convey a sense of the amount of
effort and resources the firm believes will be required for the project. Please specify the
expected number of client meetings and site visits.
Fees - Within the proposal, outline your estimated fees and schedule of work. Provide a line item
for each service. This estimated fee will be considered in the selection process. A detailed scope
of services and hourly not to exceed fee will be negotiated with the successful consultant.
(Note: Items such as travel, accommodation and meal costs, for out of town consultants are to
be covered by the proposed hourly-not-to-exceed fee.)
Supplemental Information - Firms are encouraged to submit any additional or supplemental
information that may be considered by the selection team when narrowing the list of firms
invited to participate in formal interviews. Firms should discuss any critical assumptions,
extenuating circumstances, or other factors that may be critical to understanding the submitted
qualifications. There is no page limit for the supplemental information. Supplemental
information will not count toward the 30-page submittal and shall be bound separate from the
required submittal.
SUBMITTAL INSTRUCTIONS AND DEADLINE
The submittal should be sent or delivered to the following address:
Melissa Clow
Special Projects Administrator
City of Iowa City
410 East Washington Street
Iowa City, Iowa 52245
Three copies of the proposal submittal are due by 4:00 p.m. CDT on Thursday, October 18,
2018. The proposals must be sealed and clearly marked as: “Request for Proposal for Material
Testing and Inspection Services for the Iowa City Public Works Facility – Phase 1”. One copy
must be an original and must be clearly marked as such. No portion of a proposal submittal may
be submitted by FAX or e-mail.
INQUIRIES
All inquiries and questions shall be submitted in writing prior to 5pm on Friday, October 12,
2018. Please contact Melissa Clow by email at melissa-clow@iowa-city.org or by phone at 319-
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Request for Proposal
330-1420. Answers will be posted on the Iowa City Public Works Facility website prior to 5pm
on Monday, October 15, 2018.
DISTRIBUTION LIST
Terracon
Shive-Hattery, Inc.
Braun Intertec Corporation
TEAM Services